FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
FLEET PURCHASE OF ONE SEDAN, SIX LIGHT-DUTY TRUCKS, AND THREE VANS
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Purchase Order to National Auto Fleet Group for the purchase of one new/unused Toyota Prius sedan, three new/unused F150 trucks, three new/unused F250 Utility Body trucks, one new/unused Transit Connect Van, and two new/unused Transit Cargo Vans using Sourcewell (formerly National Joint Powers Alliance) Cooperative Contract No. 120716-NAF, for a total amount of $357,312 plus freight; and
B. Approve a contingency of $17,866 (5%).
body
BACKGROUND
The Orange County Sanitation District (Sanitation District) maintains a fleet of vehicles necessary to meet its business needs. The fleet is comprised of 24 heavy-duty equipment trucks, 95 light-duty trucks, 31 sedans, 12 SUVs, and 10 vans, for a total of 172 vehicles.
As part of an overall fleet rightsizing and modernization strategy, the Fleet Services Division of the Sanitation District is systematically replacing the oldest vehicles in the fleet. Vehicle replacement is based on vehicle age, maintenance cost, condition, and mileage.
Replacement of older vehicles improves staff safety by ensuring vehicles are equipped with airbags, backup cameras, anti-lock brakes, and traction control. Light-duty trucks compose the largest segment of the fleet and support equipment needs of Engineering, Operations, Collections, and Maintenance staff.
Approximately 25% of the Sanitation District’s vehicles are “Green” or FLEX fuel vehicles. Replacement vehicles are evaluated for replacement as “Green” (electric, hybrid, CNG) vehicles.
RELEVANT STANDARDS
• Participate in local, state, and national cooperative purchasing programs
• Maintain a proactive asset management program
• Ensure the public’s money is wisely spent
PROBLEM
The 2002 Ford Taurus sedan identified for replacement and nine light duty trucks with model years ranging from 2000-2008 identified for replacement have deteriorated physical conditions and decreased availability.
PROPOSED SOLUTION
Staff recommends the sedan be replaced with a Hybrid/elect sedan. Ford F-150/F-250 light-duty trucks will replace existing trucks in use by construction and maintenance staff. Ford Transit Vans will replace existing light-duty trucks used by Source Control staff. Transit Vans provide evidentiary control for samples collected by the Source Control staff and provide a secure workspace while in the field. Currently, sampling related tasks are done outside, leaving staff and samples exposed to the elements (sun, heat, rain, cold) which can negatively impact evidentiary control and sampling standards.
All proposed vehicle types will meet current safety standards, emissions requirements, reduce fuel costs, reduce annual maintenance costs, and have higher availability.
TIMING CONCERNS
A 5% contingency is recommended should there be a pricing change between the date of approval and date of purchase due to tariffs and uncontrolled market conditions.
RAMIFICATIONS OF NOT TAKING ACTION
The vehicles selected to be replaced are less reliable, deteriorating, and are no longer economical to maintain. Additionally, these vehicles are not equipped with more modern safety features currently required for fleet vehicles.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
The Sanitation District has provisions to purchase materials, services, and equipment from cooperative agreements. These cooperative agreements tend to produce lower unit prices.
The Sanitation District is utilizing a cooperative agreement through Sourcewell (formerly National Joint Powers Alliance), Cooperative Contract No. 120716-NAF with National Auto Fleet Group, in accordance with Ordinance No. OCSD-52, Section 2.03(B), Cooperative Purchases.
This agreement was awarded using a competitive bid process like the Sanitation District’s and has been vetted by Purchasing. The amount of savings under this cooperative agreement is $67,796 versus non-cooperative contract list pricing.
Summary information on the quote for one passenger sedan, six light-duty trucks and three Transit Vans is as follows. These costs are inclusive of sales tax.
|
Vehicle Description & Unit Quantities |
Total Amounts (Including Options, Tax, Tire Fee) |
Replacement Identifier |
|
One 2020 Toyota Prius L |
$ 26,004.50 |
A |
|
Three 2020 Ford F150 XL trucks |
$ 95,372.55 |
B |
|
Three 2020 Ford F250 XL utility trucks |
$132,825.78 |
C |
|
One 2020 Ford Transit Connect van |
$ 28,552.82 |
D |
|
Two 2020 Ford Transit T-250 medium roof vans |
$ 74,556.18 |
E |
Summary information on the identified vehicles for replacement.
|
Type |
Year |
Make |
Model |
Mileage |
Replacement Identifier |
|
Sedan |
2002 |
Ford |
Taurus |
67,638 |
A |
|
Light Truck |
2000 |
Ford |
F-350 |
90,585 |
C |
|
Light Truck |
2003 |
Ford |
F-150 |
79,164 |
D |
|
Light Truck |
2004 |
Ford |
F-150 |
159,110 |
E |
|
Light Truck |
2004 |
Ford |
F-150 |
122,892 |
B |
|
Light Truck |
2006 |
GMC |
Canyon |
62,726 |
B |
|
Light Truck |
2006 |
GMC |
Canyon |
67,655 |
B |
|
Light Truck |
2008 |
Ford |
F-250 |
163,295 |
C |
|
Light Truck |
2008 |
Ford |
F-250 |
95,682 |
E |
|
Light Truck |
2008 |
Ford |
F-250 |
64,773 |
C |
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted in the FY 2019-20 Budget, (Line item: Section A, Page A-18, Fleet Services, one Sedan and nine light trucks.
|
Date of Approval |
Contract Amount |
Contingency |
|
02/26/2020 |
$357,312 |
$17,866 (5%) |
|
|
|
|
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package:
N/A